Payroll: ADP WFN + ADP WFN Next Generation integration overviews

This article is subject to change as we continue to enhance this product and must be read before requesting an integration with ADP WorkForce Now or ADP WorkForce Now Next Generation. It is crucial that the proper integration request is made for the true version of ADP you have:

As a general rule of thumb:

• If your company code(s) in ADP are three characters long, then you have just 'ADP WorkForce Now'.
• If your company code(s) in ADP are four characters long, then you have 'ADP WorkForce Now Next Generation'.

Newly added: Our new Payroll Integration video for HR! This video should help convey the value of this integration for curious clients looking to learn more about how EN and Payroll interact: Employee Navigator's new Payroll Integration video for HR!


So you're looking to learn more about Employee Navigator's payroll integration with ADP WorkForce Now and ADP Workforce Now Next Generation? Well, you've come to the right spot! Let's take a holistic look at the integrations in the following areas:

1. 1. Welcome video
      1. This is the video that a broker & HR would ultimately be sent once they started the integration with our EN Payroll team - but there's no sense in hiding it from you until then! Take an insider's glance at what this integration will look like for you.
   2. What is the lifecycle of a payroll integration?
   3. What's in it for me?
      1. We've tracked data over the last 5 years to show where this integration is providing value you can feel
   4. How do I get started to request & purchase this integration?
      1. How to request and purchase for ADP WorkForce Now
      2. How to request and purchase for ADP WorkForce Now Next Generation
   5. What do you generally need to be aware of with our ADP integrations?
   6. What do these integrations exchange?
   7. What do these integrations not exchange?
   8. One-pager overviews for brokers & HR
   9. How does HR cancel their subscription?

PLEASE NOTE: A group utilizing the EN/ADP WFN integration does not need to use ADP Benefit plans or the ADP ACA module.  Benefits & ACA should be tracked within the Employee Navigator system.




Welcome video






What is the lifecycle of a payroll integration?

1. Talk with HR
   • Have a conversation with HR to be sure this integration with ADP WorkForce Now or ADP WorkForce Now Next Generation is the right fit.  Our integration one-pagers are commonly helpful, and Employee Navigator is happy to join a call between you and your customer to discuss the integration together.
2. Request the integration
   • Follow the steps on our How do I get started section to kick off your request to ADP WFN and allow HR to purchase this integration within their ADP Marketplace.
3. Setup
   • Complete some minor setup in EN for payroll groups, calendars, and deduction codes. Don't worry! Our EN Payroll team is here to help.
4. Audits
   • Complete both one-time reconciliations of your employee data: The Demographic Audit and the Deduction Audit. Don't worry! Our EN Payroll team is here to help.
5. Live
   • Go Live! Experience the benefits from our section, What's in it for me?

What's in it for me?

This payroll integration has three major values to both an agency and HR:

• • We're on pace to save agencies and customers using the payroll integration a total of 1,800,000 hours of work in 2024

    • You get accurate census data for quoting & no more dual entry into two systems

  • We've caught over $10,000,000 and counting in missing or incorrect deductions

    • No more remembering to key in deductions manually for new hires, Open Enrollment, or mid-year changes.

  • Allowing HR and agency employees to step away from data entry tasks and grow to let their truly valuable skills shine - the ones that cannot be automated like employee relations management, recruiting, and person-to-person support at the agency or company level.

How do I get started to request and allow HR to purchase this integration?

ADP is a little different, in a good way!  An integration can be requested, purchased & started within minutes. In order to request an integration with ADP WorkForce Now or ADP WorkForce Now Next Generation and begin, you will do the following:

Watch our video on how to properly request + purchase the ADP Integration

1. Go to the Payroll tab within your company in Employee Navigator.

2. Click on 'Add Integration +'

3. Click on 'Add Integration +', and select the proper ADP version that you have, either ‘ADP: ADP Workforce Now’ or 'ADP WorkForce Now Next Generation' from the drop-down as the payroll service

For ADP WorkForce Now



For ADP WorkForce Now Next Generation

Add the contacts you would like to be involved in the integration setup process --> Save and continue.

4. Once you have completed your subscription request in Employee Navigator, go to Payroll --> Manage Subscription

5. Find your 'EN Identifier'




6. You need to copy this EN Identifier.  This unique key will be used by the client when purchasing the integration in ADP’s Marketplace. To finish the subscription request, the HR User must follow the steps below:

• Go to this link for ADP WorkForce Now only: Employee Navigator Connector for ADP Workforce Now®
• Go to this link for ADP Workforce Now Next Generation only: Employee Navigator Connector for ADP Workforce Now® Next Generation
• Select: Buy Now
  • Select the Recurring Edition and enter the number of your medically eligible employees (if you do not know how many employees you have that are eligible for medical benefits, navigate to your Benefits tab in Employee Navigator → Medical → Eligible).
  • There is a $1.25 PEPM (per employee per month) fee for each of your medically eligible employees. Click continue.
• Click 'Edit'
  
  
  • 
• Copy and paste the EN Identifier into the EN Subscription Form and click continue.
  • Be sure that there are no leading or trailing spaces within the subscription id.
• Select your billing details and click continue.
• Confirm your order. You should see a subscription success message as your order is confirmed.
• You will receive a Consent Manager email from ADP. You must select ‘Allow’ for the service.

7. An analyst from our team will reach out within 3 business days to provide our Welcome Video and your link to schedule your review call where your analyst will outline your responsibilities within the integration setup process.



What do I generally need to be aware of with the ADP WorkForce Now + WorkForce Now Next Generation Integrations?

• ADP does not send Employee Navigator changes that are manually imported into payroll.
  • If you are importing new hires, terms, etc. into ADP WFN vs. manually adding them one by one, ADP WFN does not currently send these to us. Please contact Payroll@employeenavigator.com if you have additional questions on this.
• ADP does not send changes to the hire date or termination date after the initial value is added
  • You can use our Partner Audit tool to pull in changes from ADP instantly
  • 
• ADP does not accept $0 deduction amounts from EN through the payroll integration
  • In a scenario where an employee is changing coverage to move from a true per-pay cost down to $0 per pay, the original deduction will need to be manually ended in ADP WFN.
• ADP does not accept prior benefit effective dates from the EN system
  • If the effective date of the benefit is ‘today’s date’ or a future date (i.e. a new hire's enrollment), then the Start Date of that deduction in ADP = the effective date of the benefit
    • Ex. If Medical enrollment, effective 11/1/2024, is sent from EN to ADP on 10/15/2024, then the start date of the deduction will = 11/1/2024.
  • If the effective date of the benefit is prior to the date the transmission is being sent to payroll, then the Start Date of the deduction in ADP  = Date the transmission is sent.
    • Ex. If Medical enrollment, effective 11/1/2024, is sent to ADP on 11/7/2024, then the Start Date of that deduction in ADP  will = 11/7/2024.
• Deduction start dates
  • If the start date of your deduction does not fall into the pay period date range that you need it to based on the effective date of the enrollment in our system, it must be manually adjusted in ADP to fall into the pay period range of the payroll you are planning to process.
    • Ex. If the start date of your deduction = 11/1/2024, and the payroll being processed is for dates covering 10/15-10/30, you will need to manually adjust the start date of the deduction to fall into that range.
• ADP does not accept solely effective date changes
  • If you are using our enrollment editor to change a deduction's start date and the cost remains the same, then ADP will respond with an error as they do not accept just effective date changes. You will need to manually update ADP to adjust the start date of the deduction record.
• ADP does not send solely pay effective date changes
  • ADP will not transmit a change to compensation if just the pay effective date is updated in payroll. The salary/hourly rate value must change as well.
• If your customer uses ADP TotalSource, then they can integrate
  • ADP TotalSource uses WorkForce Now as its backend payroll software, and is available to integrate with Employee Navigator.

What does this integration exchange?

Bi-directional Demographics

With ADP we are able to exchange bi-directional demographics in real time on a change-only basis. This means that address, phone number, and other demographic updates can be made in either system.

• Updates made in EN or ADP will transmit in real-time to ADP within 45-60 seconds to the alternate system.
• Employee Navigator will not create employee records with blank or missing SSNs, nor SSNs with all zeros in any digit group (000-##-####, ###-00-####, ###-##-0000, 000-00-0000).
• Employee Navigator will not create employee records for 1099 or contractors.

Base Compensation: 1-Way (Payroll to EN only)

Compensation is “owned” by payroll. This means that compensation will always come from Payroll to Employee Navigator and is required within our integrations.

An employee's record must include:

• Compensation basis: must be Hourly or Salary
  • Cannot be 'Daily' in the ADP WFN system. If so, we are unable to accept the employee's record via the integration.
• Compensation effective date
• Salary value and/or Hourly Rate

*Employee Navigator will auto-calculate a Base Salary on the fly for Hourly employees who are sent to us with a $0 annual salary or a blank value.

Payroll Deductions: 1-Way (EN to Payroll only)

Payroll deductions are “owned” by Employee Navigator. This means that payroll deductions will always be sent from Employee Navigator to Payroll in real time.

We will send the following:

• Deduction code mapped into the employee's Payroll Group for the plan they are enrolled in.
• Employee's per-pay cost
  • We do not send catch-up contributions to payroll for missed pay periods. Any adjustments need to be manually added to Payroll. Retroactive deductions can be found by running the Retroactive Deduction report under Payroll > Reports > Retroactive Deductions.
• The effective date of the benefit
• End-date of the benefit (if applicable when an employee drops coverage or is terminated).

We only send employee recurring deductions to payroll one time when an enrollment occurs to insert them initially.  We will not send another deduction transmission to payroll for the same benefit unless the employee's cost changes due to the following:

1. The employee going through an Open Enrollment
2. Plan rates are recalculated due to a Class or Payroll Group change
3. Employee experiences a qualifying Life Event
4. Employee is terminated and their coverage is dropped
5. Enrollment editor is used to adjust a plan cost
6. Deduction code(s) are updated for a Live group

What does this integration not exchange?

Demographic fields not currently exchanged:

• Termination Reason
  • All terminated employees will be given the Termination reason: Voluntary Termination.
    • This automatically triggers a COBRA event and communicates with providers if they have a COBRA integration.
    • To change this if need be, please use the Termination Editor.
      • This tool is located on an employee's Employee Management tab > Actions section (right side of the page) > Terminate Editor.

Employee Navigator will flag all new hires on your Homepage --> 'Complete Employees Missing HR Required Fields' status --> 'Complete Hire' link. 

Note: Refer to our ADP user guide for details.




Deduction types not currently exchanged

The following are current product limitations and must be managed manually in the payroll system.

• Earnings or Employer Contributions (ER amounts)
  • Employer deduction codes entered into the 'ER Code' column of a payroll group will not transmit through the integration but can be used for reporting purposes on our Payroll Deductions Report
• Imputed income: Deductions for employees with a Domestic Partner
  • Employee Navigator cannot currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax. Exchanging deduction data for those with Domestic Partners will result in incorrect deductions in payroll.
  • Action to take: Employees in this scenario must have their deductions blocked from their Profile --> Apps --> Manage link --> Block Deductions.
• Commuter Benefits - (Parking & Transit)
  • Employee Navigator cannot currently send a portion of an employee's deduction pre-tax and another, separate portion as post-tax.
  • Action to take: None. Our system auto-sets these plan types to 'Never Send'
• 401K
• Universal plans

Items to confirm before requesting an integration with ADP WorkForce Now + ADP WorkForce Now Next Generation

• Does your group have an Active open enrollment currently in session?
  • If a company in our system has an Active Open Enrollment, we will grey out the ability to add an integration. You must wait until after the OE has been closed and deductions have been manually updated in payroll before you can request the integration process.

• Does your client have deduction codes that are managed by active Benefit Plans in ADP?
  • If so, any deduction codes that correspond with benefits the group plan's to exchange deductions for within the integration will need to be made editable in ADP WFN prior to a group going Live.  Making deduction codes 'editable' is the only way that EN will be able to successfully insert deductions into ADP WFN.
    • To make a deduction editable, please notify your EN analyst immediately so we can begin to outline how it will need to be done in ADP WFN.

• How many OrgIDs, also known as 'instances of ADP', does your client have in payroll?
  • ADP connects with companies in EN based on what they call OrgIDs.  These OrgIDs may contain all companies a client has in ADP and would align with a similar company in EN that houses all of these employees and their shared benefit offerings.
    • Most common: If they have just one, you can make your initial Partner Selection request for All Employees as you normally would, as there will be only one OrgID on the ADP side to purchase a connection for.
    • Less common If they have two or more OrgIDs, you will need to create Subscriber Groups in Employee Navigator first, and then you can make the initial Partner Selection request for each subscriber group you've created. This will allow your client to purchase the ADP integration for each OrgID to properly connect each one.

How does HR cancel their subscription?

In order to cancel a payroll integration within ADP, please follow the instructions below. This will allow ADP to automatically inactivate the integration:

1. Go to https://apps.adp.com/home, login, and navigate to “My apps” (this should be located in the top right corner when the client clicks into their username.
2. Once “My apps”  has been selected, hover over the Employee Navigator app and see an icon that allows you to Manage App.
3. Cancel your Subscription.